Question

New Tax Season Best Practice

  • 27 October 2022
  • 3 replies
  • 43 views

Userlevel 3
Badge +4

We started using Karbon (actually IPM powered by Karbon) in June for our clients on extension and our ongoing accounting clients.  For the tax work - we used the Proconnect templates and imported the tax returns from ITO.  

We are in the process of updating all the tax templates now that we had the ability to work with the system.  And that leads to my questions about best practices.

Some of the template details will change for us year to year as we plan to have clients click off client request tasks regarding that year’s due dates and pricing.  As such we don’t plan on setting up repeating work for annual tax returns.  I am curious if setting up work for each year’s tax return is a better idea than having to update the repeating client work each year.  It seems about the same level of effort to me, but I just wanted to see if I may be missing a bigger picture on this.

 

A similar but slightly different take on opening tax season - do you create the returns in ITO and then import each year OR do you manually create the work in Karbon each year.  This would seem to solve the issue of using the latest template but we would have to be sure to make certain clients inactive first and add new clients in ITO first.  Thoughts?

 

 

 

 


3 replies

Userlevel 5
Badge +7

Hi @Ken Rogers! We always create a recurring work item for our returns (and essentially all work items that are not one-offs). We frequently need to add notes or tag emails to future work items so that those things aren’t missed when we are working on the future work. This could be really anything that might impact their future work (in the case of tax returns this could be new investments, marriage/divorce, address change, new job, birth/adoption of child, sale of business, etc.). Without tagging to the future work items, these get lost or missed. We practice this same strategy with all of our recurring work types (payroll, bookkeeping, tax planning, etc.). Some templates update yearly, while some update quarterly. While it can be a bit cumbersome to update the work items to the template, we still find that this is best practice so that all of the other things aren’t missed. There are just too many things to keep track of across all of the work items, and this way no matter who the information comes to, we all can tag/note where needed.

 

To note, we do not add notes in the tasks, only the timeline so that when the template is reset those notes do not disappear.  

I hope this helps (if I understood your question)!

Userlevel 3
Badge +4

@Kim Clemmer This was very helpful to get your POV.  I could see adding a section for ‘next year’s notes’ or ‘client FYI’ so that gets created next year and just update the engagement letter task price and due date sections before sending the client request each year.

Userlevel 4
Badge +2

@Ken Rogers 

Can only provide information regarding the first question as we do not use IPM.

Similar to @Kim Clemmer we have all work that is not a one-off set to recurring. The templates are great for new client work. For existing clients there is too much client specific information we maintain within each work item. Each year we update the work item for changes identified. Do not want to lose that. In addition to tagging emails received during the year which apply to the following work, we also have a Background Information task at the beginning of the client work item. This task is in constant update as we use it to provide client specific information to whomever is assigned the client for the year. Really helps the preparer/reviewer to get a great context on the client and anything specific that might apply.

We use Mailchimp to provide information to clients that is less specific to the client (e.g. Time to log your odometer reading, make a tax payment, current year tax process, etc). Due dates and prices are provided via the Engagement Letter. I like to keep the Karbon workflow specific to the task at hand for the client and provide the general information via another avenue.

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